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nKPI and OSR Reporting

Health services can choose to submit only the data required to satisfy their reporting obligations to the Department of Health, or to submit additional data to support quality improvement.
Key dates include:

* 30 June National Key Performance Indicator (nKPI) census date/data collection and Online Service Report (OSR) census/report open date
* 31 July nKPI report to be submitted
* 31 August OSR to be submitted
* 31 December nKPI census date/data collection
* 31 January nKPI report to be submitted

The nKPIs were developed in consultation with state and territory health officials, the National Aboriginal Community Controlled Health Organisation (NACCHO) and its state and territory affiliates, and approved by the Australian Health Ministers' Advisory Council. The nKPIs provide information on both the process of care indicators and health outcomes for clients.
The OSR provides key information on the number and type of services and activities undertaken by Indigenous health services providing primary health care, substance use rehabilitation services and social and emotional wellbeing counselling.

MMEx has in-built nKPI and OSR reporting functions. Your organisation will require a Security Token - to be recorded in the user profile of the nominated person who will be running the reports.

If your organisation have questions regarding how to get a DoH security token or other DoH Portal related questions, please contact their Data Reporting Policy Support team:
Email: or visit their Support Page

nKPI and OSR Data Mapping Documents

The documents below outline how the nKPI and OSR reports are mapped within MMEx:


Preparing for Reporting

Given that “data out” equals “data in” , there are several things to consider and implement at your organisation in order to ensure that the reporting will display accurate data.

Portal Security Token

The security token is issued by the Department of Health to your practice when registered for nKPI reporting.

The nominated responsible person at the organisation will need to have a security token recorded in their user profile to submit the data to the IF and DoH Portal. The IF Portal is scheduled to be taken down at the end of 2018, following this the nKPI and OSR reports will only be submitted to the DoH portal.

If the Token field is not visible to you, please contact the MMEx Helpdesk to assist you.

Without this token, users can still run the report to view the data for their own Quality Improvement tracking and activities, but submitting reports will not be possible.


It is important to have consistent processes for how information is recorded to ensure that all staff members are recorded the same information in the same way. Consistency is key.

Running A Report

On the Reports page Select [nKPI Report]

Enter your desired date range. Select the type of report you want to run (6 monthly or Financial year).
Select the organisations you wish to include in the report.

Most users choose to [View nKPI Data] prior to submitting the report to the portal They do this in order to ensure that the data being sent reflects the work that has been done by the organisation.

The Report will display the nKPI data in the following format

  • Numerator = Number of clients who meet that KPI criteria
  • Denominator = Number of clients who are eligible to meet that criteria (eg fall into the specified age bracket or population group)
  • Percent (Numerator / Denominator) = the percentage of eligible patients who meet the criteria.


For workers activities to be included in the OSR Report, they must be assigned a valid OSR category, please refer to the most current OSR Data Mapping document.

These categories can be assigned by the Organisation Admin, in the User settings.

OSR (Category) MMEx Category
Aboriginal Health Worker Health Worker
Allied Health Allied Health
ATSI Health Practitioner Health Worker
Audiology Allied Health
Cardiologist Specialist
Counsellor Mental Health
Dentist Dentist
Dental Support Dentist
Dermatology Specialist
Diabetes Educator Allied Health
Dietetics Allied Health
Drug and Alcohol Worker Drug & Alcohol Work
Endocrinologist Specialist
ENT Specialist
GP Doctor
Midwifery Nurse
Nephrologist Specialist
Nurse Nurse
Obstetrician / Gynaecologist Specialist
Ophthalmology Specialist
Optometry Allied Health
Other health / clinical staff Other Health
Paediatrics Specialist
Pharmacist Pharmacist
Physiotherapist Allied Health
Podiatrist Allied Health
Psychiatrist Specialist
Psychologist Mental Health
SEWB staff – Link Up caseworker Social Health
SEWB Staff Other / Not Specified Social Health
Sexual health worker Sexual Health Worker
Social Worker Mental Health
Specialist Specialist
Speech Therapy Allied Health
Surgeon Specialist
Tobacco Worker Tobacco Worker
Traditional healer Traditional Healer
Transport (Not Working for Service) Transport
Transport (Working for Service) Transport
Welfare Worker Social Services

Main Categories (Order Preference)

Main Category Order Preference
Specialist 0
Dentist 1
Aged Care 1
Allied Health 2
Health Worker 2
Mental Health 2
Pathology 3
Pharmacist 3
Nurse 4
Doctor 4
Null 5

Note: If multiple Main Categories applied to a user are on the same Order Preference level, will be applied alphabetically.


#1 If a user has “Paediatrician” as their lookup category on their user profile, their Contact Statistics will:

  • display for Paediatrician on the XML report
  • display for Specialist on the main screen.

Outcome: Paediatrician has Specialist as a Main Category, no other Lookup Categories involved

#2 If a user has both “GP” and “Obstetrician / Gynaecology” lookup categories assigned to their user profile, their Contact Statistics will:

  • display as both “GP” and “Obstetrician / Gynaecology” on the XML report
  • display as Specialist on the main screen.

Outcome: Specialist displays because it has the highest preference of “0”, versus Doctor’s “4”

#3 If a user has “Nurse” and “Midwifery” lookup categories assigned to their user profile, their Contact Statistics will:

  • display as both “Nurse” and “Midwifery” on the XML report
  • display as Nurse on the main screen.

Outcome: Both Nurse and Midwifery point to the same “Nurse” Main Category and the data shows correctly.

#4 If a user has “Psychologist” and “Physiotherapist” lookup categories assigned to their user profile, their Contact Statistics will:

  • display as both “Psychologist” and “Physiotherapist” on the XML report
  • display for Allied Health on the main screen.

Outcome: Both Allied Health and Mental Health Main Categories are tied on the same Order Preference of “2” but the statistics show under Allied Health because of the alphabetical rule

OSR report is run and Physiotherapist results show under Allied Health, as expected.


Q. What performance indicators are included in the reports?
A: Every performance indicator covered in the report can be found here.

Q. How are the performance indicators calculated?
A: Indicators are calculated as a number and a proportion for each performance indicator.
An example of this definition is is below:
AIHW Definition
PI03b - Proportion of regular clients for whom an MBS Health Assessment for Aboriginal and Torres Strait Islander People (MBS Item 715) was claimed

  • Numerator: Number of regular clients who are Indigenous, aged 0-4 years and for whom an MBS Health Assessment for Aboriginal and Torres Strait Islander People (MBS Item 715) was claimed within the previous 12 months.
  • Denominator: Total number of regular clients who are Indigenous and aged 0-4 years.

MMEx Implementation MBS Billing item 715 was saved against a claim for a patient who is aged 0-4 years, is recorded as ATSI, and has at least 3 occasions of service recorded in MMEx within the last 24 months.

Q. What are some of the key definitions I need to know? A. Definition of terms as they apply to the nKPIs includes:

  • Regular client: refers to a client of an funded primary health care service (that is required to report against the Indigenous primary health care key performance indicators) who has an active medical record; that is, a client who has attended the funded primary health care service at least 3 times in 2 years.
  • Occasion of service: refers to one record saved in either of the following areas; Progress Note, Calendar appointment, Tracking record or Billing Item.

Q. What are the areas of MMEx that the OSR report retrieves its information from?
A: Data is pulled from a number of areas of MMEx, among them are:

  • Patient Details
    • Date of Birth
    • Age
    • Gender
    • ATSI status
  • Calendar, Patient Tracking and Progress Notes
    • Number of appointments and contacts in the period
  • Lifestyle Assessments:
    • Smoking
    • Alcohol - Audit C
  • Observations
    • Birthweight
    • Height
    • Weight
    • BMI
    • Systolic Blood Pressure
    • Cardiovascular Risk Assessment
  • Patient Data Types (populated by received pathology results or entered manually)
    • HbA1c
    • eGFR
    • Total Cholesterol
    • HDL Cholesterol
    • ACR
  • Medical History
    • Chronic Disease diagnosis
      • Diabetes (Type 2)
      • COPD
      • Chronic Kidney Disease
  • Medications/Immunisations
    • Influenza vaccination
    • Childhood vaccinations
  • Antenatal
    • Gestational age at first visit
    • Date of first visit/number of visits
    • Smoking Status
    • Birth Outcome
  • Care Plans
    • Chronic Disease Care Plans and completed activities
      • Cervical Screening
  • Billing
    • MBS Item 715 - Health Check
    • MBS Item 721 - Chronic Disease Management Plan
    • MBS Item 723 - Team Care Arrangement

Q. The data doesn't look like it has captured everything we've done.
A. Check that the correct category has been applied to all of your users. See here for further details.
Perform a logic check on the area of the data that looks incorrect.

  • Using another report type (eg patient reporting) search for the same parameters
  • If this shows an issue with the data:
    1. identify the issues
    2. clean the data
    3. run the report again.

NB: MMEx built in reports do not cover every single combination of the nKPIs.

Q. I'm running the report for multiple organisations (silos). how do I know where the problem with my data is?
A. Try running the report for each individual SILO before running a report with all SILOs selected.

Q. I've tried everything listed but am still having trouble.
A. Contact our Helpdesk with information about the trouble you are experiencing.

Q. How do I capture the salaried information in the HCP report?
A. This information is not captured in MMEx and will need to be manually adjusted in the DoH portal before final submission.

Q. I tried to submit my report to the Portal and got an error that said I had the wrong date range. This error is related to the submission time-stamp being outside of the standard submission date range. You will need to contact DoH and ask for them to allow an extended report so that the date parameters are changed and you can submit your data.

manual/nkpiandosr.txt · Last modified: 2020/01/31 08:23 by jennyb